Create an Apple Pages Invoice Template for Inventory with Ease

Apple pages invoice template for Inventory

hello and welcome to our Apple Numbers class my name is James Hill and I'm an instructor for learn it now why should you listen to me about numbers well I've been a Mac User for over 30 years and an apple evangelist of sorts since the very first iPhone came out and I'm really excited to help you get to navigate the Apple I work group of programs with learn it training they call the software numbers but oh boy is it so much more than that I've been working with spreadsheet programs for a very long time and all of these programs have come a long way numbers is an extremely powerful program that gives you many of the same functions that the other two programs pages and keynote have in dealing with graphics and charts if you haven't gone through our training for those two programs be sure to do that right after you finish this one of course also if you're moving to numbers from Microsoft Excel you're going to be pleasantly surprised at how easy your transition is and how much more that numbers can do now what are we going to learn about in this class well we'll start with the basics opening and closing Styles cell functions then we'll move on to content and functions and adding charts and graphs and placing graphics and how to collaborate we'll even wrap things up with one of my favorite Parts keyboard shortcuts oh and by the way many of these functions translate to the iPad version of numbers as well so when you're finished with this training you'll be a power user on the iPad version 2. if you're enjoying these videos please be sure to like And subscribe and if you're looking to earn certificates and watch videos without ads please take a moment and sign up for learn it anytime our dedicated online training and subscription Services check the link in the description for more information as we go through this training if you have a question that we didn't cover that you would like answered by one of our instructors please join our off-site community the link for that is also in the description Oh and before we get started this course does have exercise files and you'll find them in the video description below from time to time I'll mention that you'll probably want to pause this video and go try it yourself so be sure to do that but remember if you get to a part that you would want to try and I don't mention that go ahead and pause the video anyway I'm not going anywhere I'll be right here waiting patiently for you to resume the video also if you need to be like Luis and Ant-Man you know back it up back it up you can do that too if you miss a section back it up and I'll say it again now my hope is that you're watching this on your Mac already so let's get ready to go now the first thing we want to do of course is create a new spreadsheet that's what this program is for right but what spreadsheet to start with there are so many good templates here to start with there's probably something you can use I personally love this personal budget one right here it's one that we use quite often at my house maybe your company needs you to run a financial analysis on the last quarter there's one here just for that as well for example let's just create a basic blank spreadsheet right here just like this select it click create and go simple right now notice that this is currently limited to 22 rows and seven columns now you can expand those easily by grabbing the little double lines that you see here and just keep dragging and it'll create more of them here pretty easy to do there to expand the table that you need in one way okay let's start with the simplest task and that's opening numbers now if you're new to a Mac the best place to find it is with the launcher that's this little icon over here that looks like a bunch of sticky notes on a background or it looks like a folder icon on your iPhone you just click that look for an icon that looks like a bar graph on a green background there it is click that and it'll open right up now if you're like me and you use this program a lot and I mean a lot you might want to do this trick right click on the icon or command click and then click on options then keep in Dock and there it goes it moves it right over there to the other programs that you access the most now let's take just a second and identify some of the areas of our screen first up here where you see the word numbers this is our file menu now this is typical of Mac based software you'll have the program name which by the way you can click on to get the preferences and and we'll actually get to that in a little while but then it continues with file edit insert table organize and so on so when you hear me refer to the file menu that's what we're talking about next up is the toolbar that's just below the file menu you see all these across here and it has settings like zoom level and you can view thumbnails and things like that adding categories and adding different items and this customizable as well and you can also reset that if you mess something up and we're going to get there in just a few minutes finally you have the sidebar that's over here on the right now notice how what is available for you to edit changes depending on what you select if we select the title then it gives us access to that if we select the table itself and cells within that then we can change things about that as well and also when we select the sheet by the way notice now when I clicked off of the table and the table title it gave us access to the sidebar it went pretty Spartan here it gives you the opportunity to change the name of the sheet and to change the background color as well can make it look all kinds of different ways but I think we'll just stick with the basic white for right now okay we're a little more familiar with the layout of the program and this will speed up your learning process if you need to rewind this and go over that part again I won't mind at all I mean this is a recorded presentation so I won't even know about it just between you and me now if you're ready let's go ahead and move on now say you already have a spreadsheet that a colleague was working on or perhaps you're upgrading your version of numbers and you've been working on a spreadsheet before opening and closing are pretty standard here as well you click file and then open or command o works as well and you can use that to begin searching where you last open one or in the root of your documents folder on your Mac if you've never opened one before or you can use the keyboard shortcut command which I've already mentioned command and O closing a spreadsheet is just as easy let's make a quick change to our blank sheet and let's just rename the table here we'll call this test table and now you can see just how this happens so one of the great things about your Mac is that most applications are saving your changes as you go along and even in the event of a power outage your most recent changes are still going to be there and now if you try to close an item without naming the file it's going to prompt you if you have already named the file numbers will not prompt you to save because it already has done that for you in the background but let's see how this goes we'll click file and then close and because we haven't named this one yet we're just going to name it test Table and there you go now that one is saved now to get ready to get started let's go ahead and have a blank slate to work with let's open the email list spreadsheet in the demo folder we're going to have some fun with this one now I know some of the names in here have caught your attention and you're itching to play with this one but give it just a minute we're going to talk about something else first and no none of those are their real email addresses we're just playing around here the pages does have some additional educational content of its own that's here to help you understand how many of its functions work if you've been working with spreadsheets for any time at all you know that we could create a class that lasted 12 solid hours and really not cover much of anything now I promise you we're not going to keep you here that long but if you really want to go in depth on some of the things in a spreadsheet first check learn it to see if the topic that you need is covered and if you don't see it request it and our awesome team will look into that for you but for right now with numbers training let's open a template and show you how you can edit and create a great spreadsheet just using a template let's click file and new and then let's go down and select the Home Improvement template you'll see it's in my recents here but if you go down to personal finance just below there down to personal you'll see Home Improvement we're going to open that one up now if you've gone through our Pages or keynote training you'll know what this little icon means right here that means that the photo is just a placeholder now I just happen to have three photos in our demo folder labeled Home Improvement one two and three and if you click on the icon or if you right click on the image and click replace it's going to take you to your photos app on your Mac which is a great program on its own but if you're like me you tend to use that for personal photos that's going to sync up with the photos that are on your iPhone so in this case we want to just click on the placeholder and then click on image in the sidebar and click replace let's use one for this one and then two for this one and three for this one that looks better much much better now also if you need to edit text then you can double click on the cell that it's in and it will place the cursor in there so you can move it where you need to edit something or highlight the whole thing with a triple click there as well also notice how if we change the amounts in these cells here it's going to change how our charts work as well because they're drawing from that information let's take this up to an extra Grand here for other let's do some landscaping and you see how that changes our budget and our actual and let's say we decided to skimp on this bathroom and take it down to two grand and you see that begins to change things already in your charts there now suppose you need to create a similar spreadsheet every week or every month for a report you're going to want to customize a template instead of trying to re-edit that sheet every time let's use the invoice template to do that we're not going to save this one for now this is just having a little fun but let's go ahead and go to new and we'll just go down to the invoice now we're just going to do a quick customization here by changing the company name we'll call it big company there we go and of course it's from like this we'll just do some quick customization and I will leave that as it is and there you go sincerely yours James Hill and notice how it autocorrected the text for me there as well now of course you can change colors but we'll save that for down the road just a bit just a little bit of easy customization here now let's click file and I'm going to save as a template in this case now you have the option to add it to the templates user or you can save the template if you need to share this with others in your organization there you go now your template is available to use whenever you need it of course we can edit this with graphics and change colors and even Place graphs and charts in that all of those will be a part of the template that you create okay let's do a little more terminology and we're going to use one more template to do that with let's use the employee schedule template and let's get that opened up and we'll work on that as our base for this terminology now here are our terms the items that I'm clicking here now those are tables see how they show up with an icon to select over here in the upper left corner and you can also drag them out a little farther but these are all tables that are in different places on our sheet now if you click the plus sign up here next to the word schedule in green up here that will add another sheet another blank sheet to our spreadsheet file Now by default it'll add a table to the new sheet it is a spreadsheet program after all but now you see that each file can have multiple sheets and each sheet can have multiple tables kind of like the guy going to Saint Ives he had seven sacks with seven cats anyway we won't get into all that anyway each sheet can have multiple tables now we're going to go back to the first sheet the one labeled schedule and you see that we have one more item on our sheet here and that is a chart it's just one of the items that you can insert into a sheet from the toolbar right up here on top now just a few more items before we start making our way to the deep end of the pool if you need to locate a spreadsheet that you've already created you can search for it from the open file dialog box just click file and open and then you get this nice little search bar on the upper right hand corner where you can start looking for words that are not only in the title but you can look for words that are contained in the document itself not just in the title it'll look for text in the document so if you can't remember the name but you can remember something that's in the file that is a really big help now if you need to delete a whole spreadsheet file maybe you created one too many duplicates then just right click on the file name and then click on show in finder because you can't delete it from here you'll have to right click there and click move to trash to get it out of the way now printing is also a breeze compared with other programs when you click file and then print or command P like this it brings up a print preview box so you can see exactly how your document will fit on a page based on your print size you can zoom it you can change the print orientation and you're going to see exactly how this looks based on the way you lay it out you can also select to print just one sheet or all the sheets in a file and each one can even have its own zoom and layout you'll have to click print one more time right down here before you're done okay one last thing if you want to customize your toolbar we'll get rid of this one so you can see this if you want to customize the toolbar it's as simple as to right click or control click if you're that Chrome and click on customize and then you can drag any of these items directly into the toolbar into Open Spaces up here or if you get it where you're messed up and can't really find anything you can grab the default toolbar drag it right up here and it resets the whole thing all there for you okay why don't you take a minute pause the video grab a sip of water try all the things we've just done and I'll rejoin you whenever you're ready okay let's make a table now this isn't your kitchen table for that you're going to need to look for a different video uh no we're making digital tables so let's slip over to the blank sheet that we're going to create right here by clicking the plus sign and now remember that already created a table for us see if you click that table you can you use the controls to expand it different ways and you can move it around even if you grab this right over here drag this table around you see how easy that is now if you need to add another table on this sheet just click table and let's pick that one right there and we're going to just drag this up and let's move this one over just a bit so they're not interfering with each other great see and by the way you can also choose different styles and colors on these if you don't like that one just insert another one we can select a different color let's use this green one right here there we go and again you can move all these you can also delete them that way click on the dot in the upper right hand corner and hit the delete key on your computer and it's gone gone but not forgotten now when you're ready to edit you can select an individual cell by just clicking on the cell if you need to select a row select the row number and the whole row will be selected there or if you need a column select the column letter just like that easy breezy beautiful now if you need to add a column just click on the arrow that appears when you click over the column letter and you can add a column before or add after you just have to decide where you want it to be rows work the same way click the arrow that shows up next to the row indicator and you can select to add one above or below before or after but if you want to add the row after and you really wanted it before well then you just select the row number and drag it to the place you want it to be just like that columns work the same way by the way just select the column that you want to move and then drag it to the spot that you want it to be merging cells works like most other spreadsheet programs you just select the cells that you want to merge like these two right here and then you can right click or control click and go down to merge cells very easily done see how that looks and then you can also do the same thing to unmerge them you right click or command click and click unmerge cells this is a really beneficial function if you need to make a title or a comparison or something along those lines okay let's play dress-up did you notice that when you selected a table the sidebar changed when you click on the format part you can make sure that you select the table tab within the format bar there and you've got several style options available you can even customize one right there but we'll talk about that soon enough you can change from the colors here like this for this let's do this just for the fun of it so let's select the header row like this and then you can click on the cell now you can change the fill as you do that by clicking on Cell over here in the format bar and then under fill we're going to change that you can do all kinds of different fills in there let's do a cool gradient fill yeah I like that much better now watch this we're going to add a column just like that and look it keeps the header along with that now you can also save this style if you go back over to table and then you select beyond the ones that you see click the plus sign and there you go your very own personal table Style now I've shown you how to grab these buttons on the table and expand the rows and the columns and how to drag them around but you can also right click or control click to lock that table into place just like that and now that table Can't Be Moved anywhere oh by the way you can also lock and unlock it from the sidebar over here under the arrange tab we're going to unlock that one now very easy lock it or unlock it keep it in place right where you can't move it okay now it's your turn pause the video do all of the stuff that we've talked about in this module and get used to the program just a little bit and I'll see you soon and we're back for this section we're going to be playing inside of a table now some of what we do will apply to things outside the table on the sheet itself but for right now we're going to focus on the table now adding text to a table is simple you just click on the cell and start typing just like that or you can double click and start typing by the way here's a quick tip watch this notice how it's Auto filling something that's above it in the cell you just Mount you can arrow down to select it hit enter and it will automatically add that text from cell above very easy as a real Time Saver now what if you want an object to be inside of a cell well first you have to create the object let's do a circle so we're just going to create a shape and we'll take a circle here and drop it right there now object is selected where you can see all the six grow points on there we're going to press command X or right click and select cut now it's gone right nope it's being saved in the buffers now we're going to double click in a Cell get the cursor flashing there and you can command V or right click and click paste and now your object is inside the cell by the way this is the only way this works is with shapes and media you can't paste a chart into a cell and I'm pretty sure that if you paste a table into a cell you might disrupt the normal flow of space time I'm kidding of course that would only happen if you did that repeatedly I think and you can copy cut and paste data just like you would in a text document and see we can take this and we'll select all the text we'll command X and then we'll move it to another cell see it very easy with our demo text there okay enough jokes this is serious business these spreadsheets so did you know that you can streamline your data entry if you have a particular type of data by formatting the cells to match what you need now this is especially helpful with dates and currency let's give it a try so over here let's just select a couple of cells and then over in the sidebar we're going to tell it that we want to change the type of data that goes in here so data format goes from automatic to currency now because I'm already in the United States it assumes a US dollar here and you can select the type of currency though just by telling it which one you want we're going to keep this on US dollar for my sake because my brain can't hold all that you can even have it to separate you show the Thousand separator you can use accounting style you can even tell it that you want your negative numbers to be in red instead very very cool there you can choose time and date formats and show how you want that set up you can create custom formats if you need to like this so a custom format you can create as you need it so for instance if you needed to format a cell to show inches you could do it like this so we'll click under data format we'll go to create custom format now in the pop-up box we're going to name this inches now we're going to make sure that we're creating a number format so we're going to change this from date and time to number good next we'll in the decimal section let's see we're going to bring in decimal section and there we go we'll drag that into place and you see how that has a roll down on it so we're going to tell it that we want to use fractions instead and now to make this inches we'll just add the end quotation marks which represents inches click OK and now we've got this selected as standard format of inches so let's tell it we want 0.25 and it's going to tell us half an inch very cool now you're going to save that and you've got inches there you go there's your custom data format now what if you have too much text for the cell simple just wrap it up just right click or control click on the cell itself and make sure that the box is checked for wrap text now most of this is going to be selected for you automatically but then it's going to wrap text like this see wraps the text for you automatically to go based on the cell size which you can change right up here now this next one is very helpful when you need things to stand out as you're editing data the additional highlighting makes it so that your cell will well it'll basically stand out more when a certain condition is met now we haven't done formulas or functions yet so let's set this one up to just change as we enter some text now in our demo document under the first page of casting calls here you notice we've got a lot of people with Chris in their name Chris or Christopher or Christian and we want to see all of those to highlight we're going to make this where it turns yellow when the name Chris is somewhere in the text of that cell so here we go we're going to select a section of cells just like this up sorry it didn't mean to drag that one down but we'll select them all with a shift key and then over in the sidebar under cell we'll click conditional highlighting now we're going to create a rule and text and we're going to go down to text contains c-h-r-i-s or Chris and we'll tell it we want a yellow fill when it does that click done and see what happens and there you go all the ones with Chris in their name now you can make these do even more and add all kinds of rules but that's a class for a different day now that highlighting was good but a better way to do this would be to filter the data or the data or the data that way all you see is the particular thing that you're looking for it breaks it down to only the relevant information that you need let's keep this in the Chris line and get it to show us only those with Chris in the name just like we highlighted them now for this in your sidebar you're going to click on organize and then we'll click on a filter now we can do some quick filters but we want it to check all the names that contain Chris so we're going to click on add a filter and these of course you see the quick filters that come up in this case we're going to select text now the under first name and then we're going to select text here and contains and then we'll type in c-h-r-i-s hit enter and there you go now you only see the ones with that as part of their name now let's sort those by last name now you know as a matter of fact let's just sort everyone let's delete that filter so that we can see what's going on here and you can actually do this a couple of ways you can click the arrow by the column or row that you want to sort by in this case column A and then you can go down to sort ascending and it will assume that you want the whole table sorted by that column now if you want more control over the process over here you select the sort tab under organize and then we want to sort the entire table and we want to add the column last name and then ascending and then let's add another column and select first name so that it's last name and then first name and there you go everybody's nice and sorted out now let's suppose you need to categorize these contacts perhaps you want to make personal visits then you might want to categorize the zip codes and get the ones in the same city so let's do just that so this time we'll click categories under the organize tab we'll select the ZIP code as the category and you can see that it breaks the entire table down by ZIP code and then sections It Off okay the final portion of this section and this is a little bit long but let's go ahead with it let's talk about pivot tables now for this we're going to have to have more numbers in our sheet so let's open the sales data file in your demo folder we'll close this one and then let's go down to open and open up the sales data there you go now you see we've got a full spectrum of data to work with here but what if we want to see who sold the most and maybe sort the Reps by region to see what they sold well for that we need to create a pivot table this will allow you to sort the data in multiple ways here's how to do that first click the pivot table button right here in the toolbar now notice it created a new sheet and it created a new table for us and it opened up all the pivot options over here in the sidebar to the right now for our example first let's pick the Reps so we'll select that that puts all their names in that First Column now let's add what they sold so what we're going to do is we're going to drag item into the columns down here there you go now as a final touch let's see who had the best performance in each region so a pivot table is going to give you that much to work with so let's go to region and that breaks it down great see pivot tables give you so much to work with let's go ahead and add the unit cost in each one of these great that's excellent or maybe the totals and we'll take the unit costs out there we go now we've got some data we can work with in this pivot table okay now go ahead and play with these sheets be sure to pause the video while you do I'll be back with you in just a few minutes and we'll continue working with this as we go through the rest of the section now here's where I wish we had royalties to play music to introduce sections I could play Blind to Me With Science for this one let's get technical with some formulas now you can very quickly get the total number of a column like this let's go to our first page our first sheet rather and we'll select the bottom cell here and we'll hit the equal sign and then we'll scroll to the top select all the cells on the way down and it assumes that we want the sum hit enter and we've got the sum of all this items sold here now if you want to change the function like to find an average number of units sold you just change the formula pressing the equal sign always puts your and puts you in Formula mode on a cell and then you just begin to type the formula you need or you can select it from the sidebar right over here another quick access spot although it does take a couple of quick clicks is by using insert from the file menu so for instance here and let's get out of that one we're going to select this cell and then insert and you can go down and tell that you want a formula and go from there all right let's flip back over to our pivot table to show you something kind of neat here now first we're just going to do a simple formula using data from cells in different places and maybe they're not so simple we're going to use the max function and the IF function to make a definition by the way one of the things about our pivot table is that you can't edit the number of rows and columns those are actually determined by the data in the table it's referencing so you can't drag this farther or this farther but that's not a problem we're just going to add another table right here on the sheet by using the icon in our toolbar so we'll click table and we'll select this blue one right here easy enough so now we want to adjust this to just one row and three columns but first we have to tell the table that we don't want a header or footer in order to make it one row and three columns so we've got zero here and zero here and now we're going to take this down to one over here and three over oh did I mention before that you could adjust the number of rows and columns over in the sidebar oh yeah that's a bonus tip there you go Pro tip on how to adjust the number of rows and columns all right we're also going to take away the title so that all we have are the three cells right there so in this first one we're going to type best Regional sales there we go thank you spell check now in the second one that's where we want to use the max function so we'll hit the equal sign and we'll begin typing Max now when we hit enter that's going to bring up the max function and what needs to happen here so what we wanted to do is to check three different values here our Central total the East total and the West total now notice how that it's not only giving you the reference for the cell and the row and the column but it's also giving you the table and Sheet name that it's working with as well all of those entered for you automatically now click the green check box and there you go it determined that this number was the greatest of the three which we can tell easily with our eyes but this lets the figure it for you automatically by the way if you've worked with spreadsheets before the curved look that's representation of the parentheses that are in a formula numbers just adds it for you automatically now no errors in that one so again still staying pretty simple with our functions we're going to use the IF function here so we'll select this cell and we'll hit equals and brings up the functions now we're going to type if and hit enter so our first expression we want to see if this cell equals this one and if it does then it will say West if not we want it to say if again see we're nesting them if this is equal to this cell then we want it to come up with the text that says East and if not we'll do one more if statement here if and hit enter so the expression again if this cell is equal to this one then we're going to have it say Central now a thing about the text is if you don't put the text in quotation marks then it will begin bringing up other functions so you want to put text in quotation marks or it's going to start adding other things in there so in this case we're going to tell it if not then error if there's anything else left now see it's automatically got our curves over here for parentheses and we'll check the check box and there you go Central is the winner now by the way if you need any help with formulas and functions there are full descriptions of each one that show up in the sidebar when you go to insert a formula it all comes up right over here and gives you the full definition of each one as you select them right over here in the sidebar they also have some examples if you go down and look and scroll down all right now it's your turn go forth and do as I have done and I will see you right here when you get back wow back so soon all right well I could insert another pun here about charting a course or doing something this previously Uncharted but I'll leave that for a whole nother section let's work with some charts for a bit you can add Charts in two different ways using the toolbar or using insert up here in the file menu and selecting charts now if you want to see what they look like of course use the toolbar or if you need a description use insert either way your chart will insert in a clear space on your sheet let's go back over here to our pivot table and for this one I think let's use a 3D bar chart like this one now this is easily placed in the lower right hand corner and see it already starts pulling from some data on our sheet numbers is automatically going to try to use it the best way possible but you can change whether rows or columns are emphasized now of course you can move this chart and resize it by grabbing the dots over here on this side that'll spread it out a little bit and you can also select it you can change the size by entering the points that you want it to be over on the arrange tab over here as well now if you don't have any data to work with a chart will assume data in the nearest table kind of like this let's add another sheet and then let's throw a 3D pie chart in here now notice how the pie chart is all blue the cells on the blank table are highlighted as well that's where your data is coming from so if we enter a few numbers in here you'll see that it updates the charts as you go 10 20 30. 40 50. just for the fun of it and you kind of see how it upstates the chart as you're going along that's because that's where your data is pulling from if you want to update the look of your chart you can do that from the sidebar over here let's change back to the pivot table and pick this chart and you do that by selecting chart and then down at the very bottom you'll see chart type let's change this to a 3D stacked column that looks a lot better you can even change the color scheme of that as you go along I kind of like the original better personally you can add titles and captions change what the legend does you can change that from a 3D scene to the Chart depth you have all kinds of options over here and you're not locked in once you choose the style just get it started okay go have some fun with the charts and I'll wait right here until you're done and we know that none of this data means anything without descriptions text is very important to let the world know what they're looking at all of the following aspects that we deal with work just like they do in Pages or keynote but they primarily take place within a cell so let's go back to the first sheet in this file to select text you can double click to get into the cell and then place the cursor where you need to make an edit or just like with Pages you can click and hold to select text and drag across to select texts you need to change now adding text of course is just like that except if you just need to replace text you can just select the cell and start typing to replace the text that's there oh and if you mess up and need to start over just hit Escape it'll undo what you've done and you can use the sidebar to change the look of text as well let's go back over here to our pivot table sheet and select a cell here you can just select text and then down to style and now you have full control over the look from the font to the size to bold italics all of these are available to really dress up the look of your spreadsheet now paragraph styles are also available let's update the table title using just that we'll select this and then over here notice we have the option of changing that to just a standard title that's a little big so let's take it down to just a heading instead great now we'll just Center that up and it looks good so you can create a custom style as well by clicking the plus sign and create your own style for more detail on that be sure to check out our Pages training session where I spend a lot of time going over how to create custom paragraph styles of course the standard keyboard shortcuts that we all know command B for bold command I for italicize and command U for underline all are there there are lots more keyboard shortcuts to come with text and everything else so stay tuned all the way to the end for my favorite part keyboard shortcuts now you can use other standard word processing character edits like Drop caps things like that but only in text that is in a shape or text that is in a special eight selection handle text box okay let me explain that so on our pivot table sheet right here let's add a shape and we'll just do something simple like a black Square now let's drag this into a rectangle but you see what I'm talking about on the eight selection handles like this see there's one on each corner and then one in the center of each side there are eight selection handles so now let's just add some text and see over in the sidebar under text you notice that drop cap is now available to do and you can select the different styles of drop cap that are all there for you to work with [Music] easy enough right so there you go that's how we can dress this up with a drop cap of course the lining and spacing text is available for all text throughout the document over here in the sidebar you can left center right even full justify your text you can change your line spacing down here you can even create bullets and lists right down here at the bottom all of those are available throughout the entire file for instance if we go to sales data now for this we have to Triple click and select the text but you notice bullets and list is available for that as well now I'm going to edit it here but you see that it is available for you to work with now you can add and edit equations to your sheets and I'm not just talking about formulas and functions here these would be to place a mathematical equation where you can see the full equation using something like mathml or latex now these can be inserted into a cell or even by themselves to be moved around kind of like this so I'll click off our table and then we'll click up here in the file menu to insert and then equation now I happen to know that Einstein's mass energy equation is E equals m c the upper carrot and then two that gives us a squared we'll insert and there you go it places it right here now you can drag this around you can even drag here on the dot and expand the size if you want to resize it now links are usually generated automatically like in our email list example numbers will recognize that you're entering an email address or a website if you want to add a link manually it's as simple as selecting what you want to have the link and then selecting add Link in this case We'll add a link to our equation and you see it can be a web page an email a phone number or even a sheet in our document we'll select that and we'll tell it that we want it to go to the pivot table when we click that link see this very helpful if you need to have a link to a page way down in your document if you have a lot of sheets in your file and you need to get to another one without having to scroll for it now if you need to emphasize the text in a part of your sheet you can highlight it by adding a background color to it just select the cell with the text or even text in a text box like this one and then click on the Cog wheel over here under text for advanced gives you the advanced options roll down and then you can just use the background color for the text in this case we'll choose a nice shade of pink and there you go now your text has been highlighted with a nice background color that'll make it stand out okay one final thing with text if you need to separate text with lines rules is actually the term that's used in this program then you can do that by clicking the layout tab when the text is selected here and you'll notice that it has borders and rules down here at the bottom you can choose a solid line and you can tell it that you want it at the bottom or completely surrounding it top and bottom any of these you can even choose a dotted line if you want to make sure that that is ruled apart and separated and has it where you want it to be now I know that's a lot to work with in this section so go ahead and take a few extra minutes and do all these examples and then I'll be with you when you're done welcome back hopefully you took a minute to get some liquid refreshment of your choice during that break now let's make our spreadsheets really stand alone by adding some window dressing wait can I say window dressing in a Mac training class well so remember the toolbar we've already been inserting charts and even a simple shape and a table now let's use it to place some other things you've got a lot of options up here even though we have only one in the toolbar that we haven't used yet and that's the media icon you can choose other items from the file menu by clicking insert clicking on the media icon gives you a lot of other options as well clicking photos will allow you to choose photos from the photos app on your Mac now if your computer was provided by your business then you may have the option to use those but if you're like me and this is a personal MacBook those are going to be picks of my kids so we're not gonna go there instead you can click choose and select an image now here we happen to have a PNG of our big company logo we'll just insert that into our document and there it is it's nice and big let's shrink it down just a bit and then we'll move some things around to make it fit on our page here with everything else there you go now you have a lot of options and shapes as well the best way to insert shapes in my opinion is to use the toolbar because you can see what you're inserting there now I know this may seem a bit redundant but let's use the chart icon that we see right here let's use that one we're going to place that in here and there you go there's some shapes and so you give us some things that we can work with to put a nice heading on this page later now adding lines and arrows is pretty similar you just select the type of line you want and place it why don't we emphasize the winner here with a curved Arrow now this can be a little tricky to get it into the right place but we'll go insert our shape and there's our curved line now we're going to drag one end down here to our this box and we'll take this end and drag it up here to Central's numbers there we go and we can even go in and right click on this Arrow we can go over here to the style and we can tell that we want endpoints to have an arrow and we'll increase the size of that so that everyone can see who the winner is we'll make the arrow red just for the fun of it give that arrow in point and there you go that's how to add a line with an arrow of course video and audio can be added to a spreadsheet as well using the media button let's add some congratulations sounds for our Central Division here we'll just click on media and then we'll click on choose so we can get some audio here if you click on audio that's going to let you choose music that's in the music app on your Mac so if you need to use something else you have to click media and then other just like that and then using the finder let's use the ta-da file we have insert that and let's give it a test hooray oh sidebar here numbers actually automatically sets your video to the most compatible settings when you save or share your document that way your video can play back on even older Macs or devices now to make sure that it's doing this for you you're going to need to go into the settings like this click on the word numbers in the upper left hand corner and then go to preferences now right here on the very first one you'll see some things in the center adding media and you'll notice that if these two boxes are checked and movies will be converted so they'll play on all devices make sure that all those are checked and then your video can play on almost any device I mean we can't say any device because if the battery is dead the video won't play on that one now Apple has really outdone themselves with this next thing if you have an iPhone or an iPad you can draw right on your spreadsheet and you can animate it as well here's how to do it now see I've opened our spreadsheet on my iPad and I can move and scroll as I need to now we're going to add a drawing like this and tap the plus sign up here to add and then on the media tab and then select drawing now you can create a drawing on your file that will accent an area or even spell things out if you like well now let's move back to the Mac to animate that drawing now see we're back on our Mac so that we've got the file open again and that drawing is showing up right here now click on the drawing and in the format sidebar you'll see the button that says animate drawing and you can tell what the duration is going to be and we can even play to see how that's going to look very cool right there you go customized congratulations okay guys it is that time again pause the video try all the things in this section for yourself and hopefully you have an iPhone or an iPad so you can try that drawing too and I'll see you back here in just a few minutes hey there welcome back now this next section is ultra easy mainly because we've been using many of these functions as we go they're a bit intuitive let's begin first positioning objects on a sheet we've already done you just select the object select the table grab the corner move things around drag it where you want it to go it's just not that difficult to do we've already made these decisions a couple of times right now resizing is also like we've already done select an object grab one of the corners drag it as big or small as you like now once you have an item you can also resize it you can rotate it or flip it using the controls right over here now that doesn't look so good in that angle does it let's take it back to the original one you can also flip it mirror it any of those options as well in the sidebar just like that you have even more options than what we've looked at with object fills you can fill with a simple color which we've done but you can also use gradients and images just like this let's take our graph object right here this will do fine now you can click on the style Tab and see your options see we get to choose the color that's up here if you like to do that but we can also give it a gradient or even an image fill just like that cool right you can even lighten things up a bit by grabbing the opacity slide and dragging that up or down as you need to now all of these functions work for shapes and photos but you cannot do that to a table because I mean that's kind of the whole point of a spreadsheet to give emphasis to the table now let's add a border to our this is a test box and make it stand out just a little the borders are over here in the sidebar as well right over here a little line now we've got something there but you know something's just missing I know let's add a reflection and maybe a drop shadow see this is simple yet elegant click the button for reflection now you can change the amount of reflection there is or even the opacity of the reflection the opacity of the object of course and how much reflection it has there and now for the drop shadow let's select drop shadow and there you go you can even choose the angle the offset the blur the opacity you've got a lot of control with those sliders right over here in the sidebar now if you feel like you need to add a caption to your new work of art you can do that too just by selecting title or caption here and you can add your text right there let's say that this is a work of Art there we are titling captioned all done wow that looks absolutely mediocre anyway if you want to save the object style you can do that right over here in the format bar we'll select our object get it back open on the sidebar and then under style navigate over to an open spot and click the plus sign and then that gives you that style as one that you can do okay I told you all this was easy but now it's your turn I don't think you're going to be very long pause the video try this part yourself I think I'm gonna make myself a latte and we'll get back to all this in just a few minutes and we are back once again now I know this is a spreadsheet program but there are some great writing tools you can use in here as well for instance if you're typing text numbers or formulas and you just mess up command Z is your keyboard friend of course you can go to edit in the file menu and hit undo as well and you can hit redo as many times as you need to and go back several levels if you go back too far maybe you actually like what you put in select edit and redo or press shift command Z that's your other keyboard tip there this also works on objects that you place on your sheet as well now if you're having trouble with a word maybe not sure of the meaning or maybe you need a synonym you can look up words like this select your text with triple click and then you can right click and choose lookup word now you've got the opportunity to look at different dictionaries and thesaurus even Apple definitions you can see what Siri knowledge there is here which will show you a Wikipedia article and different things like that you can even check multiple dictionaries and check Siri suggested websites about your desired word in this case pencil now if you have text you need to replace find and replace works much like it does in a typical word processing document for instance we just found out that the rep whose last name is parent is actually spelled with two A's not like an actual parent so let's fix that just go to the file menu and then we're going to click edit and then find now let's type in the text we're looking for in this case parent and then click the Cog wheel over here we want to make sure that we have replace and we're going to replace it with p a r a n t and we'll have it find all of them and we'll have it replace all now we've got all of that correctly spelled all fixed of course the reason that the name was misspelled to begin with was the fact that spell check automatically works on your Mac through every program see when you purposely type something that is incorrect it underlines it in red for you now you can also right click and ignore the spelling or learn the spelling of course we're going to hit escape and take that back to East but you see how spell check Works automatically for you across the board on your Mac you can have it learn spelling and of course now the name parent is added to our dictionary because we did a find and replace this done for us automatically okay one more thing before we finish this section adding a comment is as easy as selecting the cell or object that you want to comment on and then clicking on the comment button up here in the toolbar there you go now every time you hover over that indicator it's going to pop up with that particular comment now when you go to print your sheet and you want the comments to be shown just click on print comments and it will add that and the note from that particular sheet okay now here's your text overview pause the video for a few moments and go ahead and do all of this on your own and when you come back we're going to learn all about sharing welcome back to our neighborhood sharing is caring you know okay bad Mr Rogers Impressions aside it's time to get this thing out of captivity in your Mac and into the wild collaboration on the Mac has been taken to a whole new level with the later versions of numbers and the more recent operating systems depending on your connection speed you can literally see edits from others in real time this is a game changer for remote work especially and as we see more decentralization of office space absolutely necessary one of the things you're going to need to do is to set your author name and choose your color now this will allow you to see at a glance who made what change on your sheet now first part of this you're going to need to go into your program settings by clicking the word numbers and then preferences and right here on the general tab you'll see the author name and you see mine right down there if your name's not there already now that that's all set we're going to close out of this and set the color now to do that you'll click on view and then comments and author color I happen to like the gray blue personally but you can choose your favorite now any comments on any spreadsheets that you've previously created will also show in that color and of course any that you share on iCloud will also show in that color we'll go over that in just a minute okay let's get this thing out there now first you can just share your spreadsheet in multiple formats from the share option right here in the file menu you can send a copy via mail messages airdrop notes any of those options will bring up a dialog box for you here and of course you can share a standard number spreadsheet and even require a password to open it you can create a PDF for someone to view and note you can use the print settings that you established when you went to print on this so that you know exactly what is on which sheet or you can have it force it to fit each sheet onto a single page if you like you can export this to an Excel spreadsheet and you have the option for each sheet to be a worksheet or one per table you can also under Advanced options select XLS so that it makes it compatible with older versions of excel you also have the option of exporting comma separated values or tab separated values as well if you have a colleague who's using something like OpenOffice but of course your graphics and text formatting won't show up in any of those but really your best life is inviting people to collaborate with you okay to collaborate with others you simply click on the collaborate button here in the toolbar or under the share menu click on collaborate with others it brings up the same dialog box now you can send the link via email via messages you can copy the link if you want to send that out via an office slack chat or maybe another office chat box or airdrop is one of the real strengths of this if you're sharing with people in the same room and they all have Macs There's real time collaboration available by using airdrop now of course when an invitation comes into you you can click accept and collaborate on a worksheet with them now as you collaborate on a shared spreadsheet you'll see edits that you and others make appearing in real time cursors and selections of text and objects will actually appear where others are currently editing and it will show their color as well as your color and of course you can move your pointer over a cursor to see who is making that particular edit at that time if you're the owner of a shared spreadsheet you can also change the sharing settings under the collaborate Button as well you can change the settings for everyone or just an individual with changing it to people you invite or anyone with the link and permissions as who can make changes or view only for the entire sheet or just an individual if you need to stop sharing a spreadsheet when everything is done you want to leave it alone for printing or whatever you can stop sharing the sheet under the collaborate Button as well okay last Topic in this section you can collaborate using shared folders with other Mac users and they have to be using at least Mac OS Catalina iOS 13 or iPad OS 13. now this allows you to use iCloud to share more than just one spreadsheet at a time you can share the folder and allow access to a host of documents in that folder it'll look like this using your finder of course navigate to your iCloud drive and you see I've got one ready here a shared folder and I'm going to right click on it and then go down to share this folder in iCloud Drive and then you can send it out just like it did in numbers just like you're sharing the sheet except this time you're sharing an entire folder okay go and share some stuff and I'll be right here when you get back all right let's get organized now one of the best places to do that is using iCloud why because you can access your files from pretty much anywhere even a Windows PC Apple has updated iCloud so that even if you wind up somewhere without your laptop or iPad you can still edit your numbers document right at icloud.com now iCloud is also the best place to transfer between devices that you own put the document in iCloud and it's there for everything now if you're transferring to someone else's device the best thing to use is airdrop it's just the most efficient way to get your document onto another device you can send it via messages or email like we've already looked at but airdrop is definitely the best way to go of course you're probably going to need to import Excel spreadsheets at some point and numbers makes this super easy it's as simple as file and open here we go just like this file open and we actually have an Excel list right here super easy right numbers will also open comma and tab separated value files as well just as easily when you get a large sheet going with a lot of Graphics kind of like we've done in this one you're going to need to reduce the file size by clicking on file and then go down to reduce file size follow the dialog box there and we'll reduce the copy we'll call this one sales data too so we don't get confused and there you go it's all nicely reduced you just follow the prompts and it'll take care of it now to make things easier on processing on some Macs you may need to save the spreadsheet as a package file now this is advantageous if the file is over 500 Megs in size it's actually just pretty simple go to file and then go down to Advanced and then you can change the file type from a single file to a package file and it will actually make it process a little bit faster on your Mac now if you get some distance in and you realize you want to go back maybe even a few days of work on a spreadsheet perhaps you need to duplicate it and create multiple versions of it from a certain point you can actually revert to a previous save and even browse previous versions like this we'll go to file and then we'll go down to revert to we can go to the last opened or we can browse all the versions that we have and see we can scroll through each one of those as we go down through our timeline it'll take us all the way back to see how far we have gone with the file see numbers has gotten your back when you need to go back to a previous version okay if you need to move a spreadsheet that's most easily done by clicking the name of the sheet up here in the top bar and then you can select what folder you'd like to move that to you can also lock that by clicking the button right here that locks it that will keep it from being moved or renamed simple right now if you want to password protect a sheet for that you'll click on file and then go to set password you'll type in your password and verify and probably a good idea for a hint now my MacBook happens to have Touch ID so we have that option to open with Touch ID as well and that will also give it the availability to open with Touch ID on a touch ID enabled iPad or iPhone so there you go some Security Options now it's your turn do this whole section on your own for a few minutes and when you come back we're going to wrap things up with my favorite part keyboard shortcuts and where to find them okay it's time to finish things up with some keyboard shortcuts I would use an echo effect on that if they would let me but anyway keyboard shortcuts are my favorite because they cut your time spent editing down so much that's why they're called shortcuts now we've already been over a few of them command s for Save command C for copy command V for paste command X for cut command Z for undo oh by the way all those are shown right up here in the edit menu command Z command X command C command V all of those are right there next to the command that it takes care of command is the key right next to the space bar on your Mac ke